Order Fulfillment Administrator

Aston Carter•San Jose, CA

1d•Onsite

About The Position

The Order Fulfillment Administrator manages end-to-end order processing and fulfillment activities while delivering a world-class customer service experience to both internal and external customers. In this role, you serve as a key liaison between customers, Sales, Operations, and cross-functional teams to ensure timely, accurate, and compliant shipment of orders that are critical to patient therapy. You oversee the full lifecycle of sales and service orders, from initial review and entry through shipment and delivery notification, supporting both domestic and international shipments.

Requirements

2+ years of sales order administration or order fulfillment experience.
1+ years of export experience preferred, with working knowledge of U.S. export regulations and international regulatory requirements.
Proficiency in order management and order entry processes.
Experience using Great Plains software for order entry.
Experience with shipping transaction processing in Oracle or similar ERP systems.
Strong customer service skills with the ability to communicate clearly and professionally.
Solid Microsoft Excel skills for tracking, reporting, and managing order data.
Organizational and project coordination skills for effective order tracking and prioritization.
Prior certification or knowledge of hazardous material or dangerous goods shipments, or the ability to obtain certification quickly.
Ability to coordinate with freight forwarders and understand shipping documentation requirements.
Strong problem-solving skills and the ability to act as a reliable point of contact for order-related issues.

Nice To Haves

Strong work ethic with flexibility around scheduling and overtime when needed.
Team-oriented mindset with the ability to collaborate effectively across departments.
Ability to work independently while managing multiple tasks and deadlines.
Excellent verbal and written communication skills for interacting with customers and internal stakeholders.
Attention to detail when reviewing orders, preparing documentation, and updating records.
Willingness to obtain hazardous materials or dangerous goods shipment certification within a short timeframe if not already certified.
Comfort working with purchase orders, packaging requirements, and export documentation.
Adaptability to a fast-paced environment with changing priorities.

Responsibilities

Provide a world-class customer service experience to internal and external customers throughout the order lifecycle.
Process all orders from initial review and verification through order entry into Great Plains and completion of purchase order receipt and shipping transactions in Oracle.
Manage and process internal in-service and service order requests, including service depot, evaluation, and demo orders.
Drive the order fulfillment process as the primary liaison between customers and internal resources to ensure timely delivery of orders.
Collaborate with Operations to expedite parts or materials required to meet customer delivery requirements and timelines.
Prepare all documentation required to ship orders domestically and internationally in compliance with applicable regulations.
Send delivery notifications and shipment confirmations to internal stakeholders and external customers as required.
Coordinate shipments with freight forwarders to ensure accurate, timely, and compliant transport of goods.
Act as a primary point of contact for order-related inquiries and issues, engaging appropriate internal resources to resolve problems promptly.
Update and maintain order management process documentation to reflect current procedures and best practices.
Research, maintain, and update customer records and installed base information as necessary to ensure data accuracy.
Track, prioritize, and follow up on orders using strong organizational and project coordination skills to meet deadlines and service expectations.
Support packaging and preparation of shipments in accordance with hazardous materials or dangerous goods requirements when applicable.